Menu Path: Accounts Payable Reports Vouchers and Payments Open Payable Report
Output a report of all unpaid vouchers, with suppliers sorted by name or code.
Use Open Payable Report to create a report of open vouchers. You can run this report for all suppliers, supplier divisions, voucher batches, and/or accounts payable accounts, or you can select specific suppliers, supplier divisions, voucher batches, and/or accounts. This report can also show all unposted or posted vouchers. If there is a discrepancy between the report and the general ledger, you can output a supplementary reconciliation report to help determine the cause of the discrepancy.
To generate the report:
Select whether to include vouchers for a specific posting period or due before a specific due date (using the As of Option radio buttons), and then enter the due date, or the posting period and year.
Select whether to sort and filter the report by supplier name, supplier code, supplier division, or voucher batch. If you select to sort and filter by supplier division, select whether to sort by supplier code or supplier name within each supplier division.
If you want to only include vouchers for a single supplier/supplier division or a range of suppliers/supplier divisions, clear the All Suppliers or All Divisions check box, and enter the suppliers or supplier divisions in the From and To fields.
If you want to only include vouchers for a specific batch on the report, clear the All Batches check box, and enter the suppliers in the From and To fields.
If you want to only include vouchers for a specific accounts payable account, clear the All A/P Accounts check box, and enter the accounts payable account in the A/P Account field.
Click the Lookup button to the right of the Report Currency field, and select a currency for amounts on the report.
Select whether to include posted, unposted, or both posted and unposted vouchers on the report.
If you want to include vouchers that are on hold on the report, select the Include Vouchers on Hold check box.
If you selected to base the report on a posting period in step 1, and you do not want to display general ledger totals on the report, clear the Show G/L Total check box.
Click the Print Options tab.
Select a process option and output option.
Click the Print button in the ribbon to output the report.
Button |
Description |
Exit |
Click this button to close the Open Payable Report window. |
|
Click this button to display, output, email, or print the report. |
Field or Button |
Description |
Select whether the report is based on a posting period or due date. This radio set is only enabled if the Normal radio button is selected for the Report Mode radio set. |
|
Select whether to output the standard Open Payable Report, or the report for use when reconciling subledgers with the general ledger. If you select the Reconciliation radio button, a supplementary reconciliation report is also output. |
|
Click the Lookup buttons to select the period and year for the report. This field is only available if you select the Posting Period radio button. |
|
Enter a date to include vouchers due before this date on the report, or click the drop-down arrow to select a due date. This field is only enabled if you select the Due Date radio button. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field. |
|
Select a method of sorting vouchers on the report. You can filter the report based on the selected option. You can filter the report based on the selected option. If you select the Supplier Division radio button, you can also select whether to sort by supplier code or name for each supplier division. |
|
If you are sorting the report by supplier division, select whether to sort suppliers by name or code within each supplier division. This radio set is only available if you select the Supplier Division radio button. |
|
Select this check box to include vouchers on the report for all suppliers. This check box is selected by default, and is only available if you select the Supplier Code or Supplier Name radio button for the Sort Option setting. This check box is only enabled if the Normal radio button is selected for the Report Mode radio set. |
|
Enter a supplier name for which to include vouchers on the report, or click the Lookup button to select a supplier name. If you want to include vouchers for a range of suppliers, enter the first supplier name in the range. This field is only enabled if you clear the All Suppliers check box. |
|
Enter the last supplier name in a range of supplier names for which to include vouchers on the report, or click the Lookup button to select a supplier name. If you want to include vouchers for a single supplier name, you can leave this field blank. This field is only enabled if you clear the All Suppliers check box. |
|
Enter a supplier code for which to include vouchers on the report, or click the Lookup button to select a supplier code. If you want to include vouchers for a range of suppliers, enter the first supplier code in the range. This field is only enabled if you clear the All Suppliers check box. |
|
Enter the last supplier code in a range of supplier codes for which to include vouchers on the report, or click the Lookup button to select a supplier code. If you want to include vouchers for a single supplier code, you can leave this field blank. This field is only enabled if you clear the All Suppliers check box. |
|
Select this check box to include vouchers on the report for all supplier divisions. This check box is selected by default, is only available if you select the Supplier Division radio button for the Sort Option setting, and is only enabled if the Normal radio button is selected for the Report Mode radio set. |
|
Enter a supplier division for which to include vouchers on the report, or click the Lookup button to select a supplier division. If you want to include vouchers on the report for a range of supplier divisions, enter the first supplier division in the range. This field is only enabled if you clear the All Divisions check box. |
|
Enter the last supplier division in a range of supplier divisions for which to include vouchers on the report, or click the Lookup button to select a supplier division. If you want to include vouchers for a single supplier division, you can leave this field blank. This field is only enabled if you clear the All Divisions check box. |
|
Select this check box to include all voucher batches on the report. This check box is selected by default, is only available if you select the Batch # radio button for the Sort Option setting, and is only enabled if the Normal radio button is selected for the Report Mode radio set. |
|
Enter a voucher batch for which to include vouchers on the report, or click the Lookup button to select a batch. If you want to include vouchers for range of voucher batches, enter the first batch in the range. This field is only enabled if you clear the All Batches check box. |
|
Enter the last voucher batch in a range of voucher batches for which to include vouchers on the report, or click the Lookup button to select a voucher batch. If you want to include vouchers for a single voucher batch, you can leave this field blank. This field is only enabled if you clear the All Batches check box. |
|
Select this check box to include vouchers against all accounts payable accounts on the report. This check box is selected by default, and is only enabled if the Normal radio button is selected for the Report Mode radio set. |
|
Enter an accounts payable account for vouchers to include on the report, or click the Lookup button to select an accounts payable account. |
|
Enter an accounts payable account description for vouchers to include on the report, or click the Lookup button to select an accounts payable account description. |
|
Click the Lookup button to select a currency for amounts on the report. |
|
Select whether to include posted, unposted, or both posted and unposted transactions on the report. This radio set is only enabled if the Normal radio button is selected for the Report Mode radio set. |
|
Select this check box to include vouchers on hold on the report. This check box is cleared by default, and is only enabled if the Normal radio button is selected for the Report Mode radio set. |
|
Select this check box to include A/P Trade account ending balances on the report and the difference between the total of those balances and the open amount total, to assist in reconciliation with the general ledger. This check box is selected by default if the Posting Period radio button is selected, and is only enabled if the Posting Period and Normal radio buttons are selected. |
|
This check box is always disabled, and is selected if the Reconciliation radio button is selected. When this check box is selected, the Accounts Payable Reconciliation Data Report is output (in addition to the Open Payable Report). You can use the Accounts Payable Reconciliation Data Report to view non-AP subledger postings, use of the Accounts Payable account as a voucher expense account, and use of the Accounts Payable account as a payment discount or write-off account. These items cause a discrepancy between the total amount displayed on the Accounts Payable Aged Trial Balance Report and the general ledger balance of the Accounts Payable account. |
Field or Button |
Description |
Output Option |
Select one of the following output options:
|
Save Report File |
Select this check box to save the Crystal Reports report (.rpt) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the report file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button. |
Save Access Database File |
Select this check box to save the Access database (.mdb) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the Access database file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button. |
Output File Type |
|
Specify File Name |
|
Output Directory |
Enter the location for the output report, or click the Lookup button to navigate to and select a location. This field is only available if the Specify File Name check box is cleared. |
Output File Name |
|
Excel Format Name |
|
Format Maintenance |
Click this button to display Excel Format Maintenance, which allows you to set up Excel formats. This button is only available if you select the Excel radio button. |
Save As Type |
|
Include header |
|
Delimiter |
|
Enclosing Character |
|
Printer |
|
Subject |
|
Report File Prefix |
|
Add Additional Comments |
Select this check box if you want to include additional comments with the emailed report. If you select this check box, the Additional Comments window appears after you click the Print button in the ribbon, and allows you to enter the comments. This check box is only available if you select the Email radio button. |
Print Full Heading on All Pages |
|
Print Title Line on All Pages |
|
Report Language 1 |
|
Report Language 2 |
|
Horizontal Shading |
|
Collate |
Select this check box to collate the printed copies of the report (if you are printing multiple copies of the report). This check box is cleared by default, and is only enabled if you select the Printer radio button and enter a value greater than 1 in the Number of Copies field. Example You are printing five copies of a 20 page report to distribute to five different people. Leave this check box selected, so that pages 1-20 of the first copy prints, then pages 1-20 of the second copy, etc. If you clear this check box, five copies of page 1 prints, then five copies of page 2, etc. |
Horizontal Shading Color |
|
Number of Copies |
|
Process |
Select whether the task is run now or run by Scheduling Assistant. If you select the Schedule radio button, you can specify when the task occurs, and optionally set up an alert to be created when the task completes. These radio buttons are only enabled if the Disable Scheduling Assistant check box is cleared for your user ID in User Profile Maintenance. Note If you select the Schedule radio button, you cannot output to the screen. |
Time |
|
Date |
|
Task Occurs |
Select one of the following options:
These radio buttons are only enabled if you select the Schedule radio button. |
Frequency |
These radio buttons are only available if you select the Every radio button. |
Day of Week |
|
Repeat Every X Days |
|
Repeat On |
|
Repeat Every X Minutes |
|
Triggering Task Id |
|
Triggering Task Name |
|
Triggering Task Description |
|
Task Description |
|
Scheduling Assistant Queue |
Enter an active Scheduling Assistant queue for the task, or click the Lookup button to select a Scheduling Assistant queue. This defaults to the default queue for your user ID. This field is only enabled if you select the Schedule radio button, and you are assigned to a queue other than the Default queue. |
External Email |
|
Screen Alert |
|
Internal Email |
|
Report Files |
This grid displays report files set up for the report, and is only available if report files are set up for the program in Report File Maintenance. This grid includes the following columns:
|